last edited February 18, 2010

The role of the Club Service committee is to manage membership development and retention, communication amongst members and with District and other clubs, the club programme of speakers, sporting events and visits, and Rotaract development. Chaired by the Senior Vice Presidentt.

Committee meeting 8th June 2010
Committee meeting 30th March 2010

Committee meeting 26th January 2010
Minutes - Minutes of the 17th November 2009 were circulated and accepted. The Chairman raised the issue of the small group that was to be formed to deal with the details of handling the new IT equipment. Colin reported that the group had not yet met but that John was producing some notes on the operation procedure. The Chairman also reminded the Members that insurance for this equipment was still an issue to be addressed. Hywel asked whether Ceredigion Council should be informed that their kind offer was no longer required. After some discussion of the finances involved, it was agreed that Hywel should write in that vein.
Chairman’s Report - A number of e-mails had been received and circulated from District including information on the Haiti Earthquake disaster. In response to the Chairman’s query, Robin reported that £1K had been sent to Shelter Box. Reference was made to the Abbey National effort, locally, and Members have been made aware that they can support Rotary at their local Branch. A Risk Assessment Letter from District, referring to a meeting to be held on 18th March, had been passed to Peter Gardner as the Health and Safety Officer. More letters were mentioned, namely that of ‘Silly Socks’ day for Cancer Research Wales and an invitation to an Open Day at Felindre Hospital and a Concert to be held by the Pembroke Club at Kilgetty. The Chairman reported that the Pig Roast venue will not be available this August. After some discussion it was agreed that this should be put to Club members to think of some possible other venue and/or activity. Colin said that another letter had been received from the Stroke Association asking for volunteers to abseil down the side of Bronglais Hospital. Volunteers are sought for 6th March.
Thanks for Life - The Chairman reminded members of the events for Rotary Day on 23 February and the plan to have exhibits in a shop in town during that week. It was agreed that a check on progress would be made in Club Council. The Chairman mentioned the District’s special initiative for the M4 corridor for new members and general promotion of Rotary activities.
Visits - Hywel reported that all items had been booked for the Ireland trip and that the group will consist of 23 people. A coach will take everyone to Holyhead and they would be met by another coach in Ireland to take all to their destination. Hywel said that he would keep travellers informed of any changes. He also reported that he would pursue a possible visit to the Visualisation Centre on the University campus,. John said that Probus are in the process of organising one of their visits and asked if there was any interest for Rotarians to join in. As no details were currently available, John said that he would provide same when to hand. President Meurig reported that Richard Morgan was also organising a Rotary trip, but no details either. The Chairman also said that he had not yet pursued a visit to the new Welsh Assembly and Council Buildings.
Sports - Bob said as not enough members were available for Pool today a new date of 30th March was agreed. The Llanidloes Club Sports Night has been organised for 17th March at the Blue Bell in Llangurig at 7p.m.
Programme - Hywel agreed to send all changes to Colin so that they could be e-mailed to members. The Young Singers EP meeting would now be on 9th February followed by regular speaker until 9th March when Ambassadorial Scholar Wendy Swain will be giving her presentation. Richard Morgan will address the club on 16th March. Chairman reminded everyone that the Young Musician Competition will be held at Penweddig School on 3rd Febuary. Committees will be held on 30th March but no Business Meeting will be held on 13th April as it is so close to the AGM on 27th April.
Membership/Attendance - Ten Day letters are in circulation for two new Members.
The Chairman said this would result in a net increase of ‘one’ so far and asked what progress there was with other candidates. A number of members are to pursue possibilities.
PRO - In his absence, Huw reported that the CN continues to print Club Reports, and that he had also arranged for others to deliver the meeting reports to the CN in his absence. A report about Bryn Button’s work for MSF has been sent to the editor of Rotary Today, and it is hoped that this will be included in the February issue. The material for Spokesman will be submitted after Huw returns. Hywel suggested that reports on Club activities could appear in local Welsh in publications such as Yr Angor, and after discussion it was agreed that this was a good idea and Hywel agreed to do this.
AOB - The Chairman said that the meeting for the presentation of cheques from the Christmas collection would be discussed at Club Council on Monday.
Bob asked how was the £1K Emergency Fund to be replenished? Robin said that £500 had been used from the Fund and £500 from reserves for the Shelter Boxes and that currently the raffle money was used to top up the fund.
Hywel raised the issue of giving Speakers a bottle of wine. The ensuing discussion proved to be a mix of pros and cons. This was referred to Club Council for resolution.

Committee meeting 17th November 2009
Minutes - Minutes of 29th September were circulated and accepted. Colin reported that a Projector had been bought at a cost of £523 using the Lottery Grant. The balance of funds on the grant was sufficient to cover the cost of a Wireless Microphone and a Laptop with Microsoft Office. Microsoft Publisher, if required, came as part of the Microsoft Small Business Package at additional cost. It was agreed to proceed with the purchase of a Laptop with Publisher as the additional cost (£77 over the £1,325 grant) could be met by savings on the Wireless Microphone, a possible application for the balance to the Ceredigion County Council Social Fund or from Club funds. It was agreed that a small Committee be set up to prepare guidelines for the insurance, use and safe custody of the equipment.
On membership, a potential new member had come to last week’s meeting of the Club as Colin’s guest and was interested in becoming a member. John and Bob were in discussion with another person and Ian undertook to follow up another potential member.
Chairman’s Report - The Chairman reported that he had attended the PETS training session and found it to be useful. Although the Aberystwyth team did not win, the Quiz Night went well and was an enjoyable evening.
The Tfl November Newsletter had been received and contained a valuable update on the project so far as well as a number of suggestions for Clubs. It was agreed that a copy of the Newsletter be emailed to all members. Huw reported that Phil Evans had given Michael Deaville the address of a shop that may be available for the Club to use during the week 22 to 28 February 2010 (Window on the World of Rotary Week) and John Davies had begun to work up a display for the shop window.
Reports had been received of a collection undertaken by the Aberaeron Club at Morrisons in Aberystwyth on Saturday. This would be discussed by Club Council next week especially in view of the close proximity to our Christmas Collection at the same venue (17 and 18 December). A conversation with the Aberaeron Club was recommended to avoid future difficulty.
Web Site - John had put copies of the minutes he had received on the Web Site. Others were still needed. Names of potential members and other sensitive information were removed as a matter of course. President Meurig was asked to provide John with information about himself and his Presidency for inclusion on the Web Site
Visits - Hywel was waiting for information from Seren Arian about a possible 2 or 3 night break in Dublin at the time of the Ireland v Wales Rugby International on Saturday, 13 March 2010.
President Meurig suggested a possible vocational visit to the new offices of the Assembly and Ceredigion County Council in Aberystwyth after Club on a Tuesday. Hywel also suggested a vocational visit to the Visualisation Centre on the University Campus
Sports - Bob said that the Indoor Bowls Competition to be held at Machynlleth on Friday, 27 November had received a good response (14 names) and a meal at the Wildfowler on the way back was under consideration. The annual social and competition evening with the Llanidloes Club would take place at the George Borrow in Ponterwyd on Wednesday, 17 March (shortly after the Dublin trip if that could be arranged).
Programme - Hywel had two more speakers in mind for the programme and arrangements for Charter Night were under discussion. The Committee supported Hywel’s suggestion that visiting Speakers be offered a bottle of wine as a token of appreciation.
Membership/Attendance - With great sadness, Elwyn Hughes’s resignation had been reported to Club earlier. Latterly, Elwyn had served as Attendance Officer and his contribution was much appreciated. The Attendance sheet was needed as a check on the number of meals to be paid for and it was agreed that in future it be given to the Treasurer at the end of the meeting.
Almoner - John reported that Richard Griffiths’ mother was unwell. Karen Carter had been able to bring some food to the Concert on Sunday night and was, thankfully, on the mend. Don Griffiths was on new medication and feeling much better. He hoped to be able to come to the Inner Wheel Supper Night on Friday.
PRO - Huw reported that the Cambrian News continued to print the reports on Club meetings, although the report on the visit to Theatr Arad Goch had appeared a week late. Details of the Club’s activities had appeared in the Spokesman including a report on the GSE and a photograph of the visit to the Rheidol Power Station. Huw had contacted the Editor of Rotary Today, and a 400 word article with pictures on the work of Bryn Button with MSF was due to appear in the February edition.
AOB - Club Sweater: Members of a number of Clubs attending the recent District Conference in Torquay had sweaters displaying their Club logos. President Meurig had followed this up and brought a sample sweater in Navy Blue for the Committee to see. The sweaters were £14 each with a reduction if 10 or more are ordered. They could be worn at Club events such as bowls or quiz nights and the Christmas Collections. It was agreed that this was a good idea and that Rotarians be given an opportunity to buy a sweater with the Club logo at what was a very reasonable price.
Beacon of Hope - SVP Emlyn had received a letter from the Beacon of Hope inviting the Club to enter a team and/or nominate a member to attend the organising committee of an “It’s a Knockout Competition” to be held during May or June next year. While it was not proposed to enter a team, it was agreed to nominate Dana Edwards to represent the Club on the Committee. The Club could also offer help with Stewarding (for the car park or collecting money/tickets etc). SVP Emlyn was asked to reply accordingly.
Charter Night - President Meurig reported that Sir Emyr Jones Parry (President of Aberystwyth University, former Ambassador to the UN and Chair of the All Wales Convention) had agreed to speak on Charter Night but had a prior engagement on Saturday, 27 February. Sir Emyr had offered alternative dates of Saturday, 20 February or Saturday, 27 March 2010. The Marine was not available on 20 February but 27 March was possible. The Young Singer Competition was due to take place on Tuesday, 23 March and 27 March was close to Easter. Subject to consultation with Alan Wynne Jones (as Competition Organiser) it was proposed to bring forward the date of the Young Singer Competition to Tuesday, 23 February (check Marine available in the evening) and hold Charter Night, with Sir Emyr as speaker, on 27 March. It was agreed to proceed on this basis.
Presentation of cheques - Hywel asked whether the presentation of cheques from the Christmas Collection would take place at a meeting of the Club. The practice in recent years had been to present the cheques separately at the Richmond Hotel, courtesy of Richard Griffiths. It was agreed that this be continued.
10k Run - William would be running the Aberystwyth 10k on 13 December to help raise money for the Ceredigion Talking Newspaper (TN). Some of the money raised will go to Macmillan Cancer Research.

Committee meeting 29nd September 2009
Minutes - Minutes of 28th July were circulated and accepted. Hywel reported that an application to the Cardiganshire County Council (CCC) Social Fund for assistance with the purchase of a Projector had been successful and an offer of £312 had been received. Colin also said that the Lottery had offered to contribute 100% towards the total cost (£1325) of Laptop/Projector/Wireless Microphone combination. It was agreed that a response to CCC would be sent after the Lottery funds were available. Hywel also said that small group should have familiarity with the equipment and that rules and regulations of use outside Rotary should be drawn up. President Meurig also raised the issue of Insurance cover for the items involved.
Chairman’s Report - The Chairman reported that the Clay Pigeon shoot had been cancelled as only four people were interested. This event may be held at later date. On the Membership front, Emlyn reported, as mentioned in the main meeting, that Lisa Francis would be inducted as a Member next week. President Meurig said that he would also be bringing a guest next week as that person was interested in looking at what the Club does. Colin said that he would get in touch with Professor Mavron, as a prospective new member. Hywel also mentioned a couple of people who he would contact.
The Chairman said that he was planning to go to the PETS meeting on Sunday in Kidwelly and that 10 Members were attending the District Conference.
The Chairman also said that the it had been agreed at Club Council to merge the Membership and Attendance topics but that the Attendance list was to be continued as this provided a good record for the number of people that had had meals.
The topic of the Quiz was also discussed and Colin said that he was looking for a volunteer for the Team. The first Quiz night will be at Aberystwyth on 3rd November and a buffet was to be arranged with the Marine Hotel for the three teams of Lampeter, Aberaeron and Aberystwyth plus supporters.
Web Site - NTR as the webmaster is in China.
Visits - The President reported that Hywel and Mike are looking at the possibility of a visit to Ireland during the international Rugby weekend.
Sports - Bob said that the Snooker nad Bowls competitions will be held before Christmas, and that the Tuesday Pool tournament would be in January, with Golf to follow in may plus the Clay Pigeon Shoot at a time to be decided.
Programme - Hywel reported that Dr Axford was unable to attend on 24th November as planned and a discussion ensued on the possibility of changing the evening Meeting dates. Bob suggested that a new Speaker should be found first and the dates moved as required, as this impinged on the Club Council date as well.
Membership/Attendance - This was covered under the Chairman’s report.
Almoner - John reported that good news had been received on Karen Carter’s progress after her surgery at Morriston Hospital and that she was progressing well. Phone calls to Don Griffiths indicate that he too is in good spirits. IPP Ian Rees has completed his treatment and was expected back in the Club very soon.
PRO - Huw reported that he had received a package from Bryn Button with a copy of the presentation given to the Club together with a memory stick contained photos of Bryn in his PolioPlus shirt. Huw said that he would use these to report to Rotary Today and the Spokesman. After some discussion it was agreed that photos of the Wishing Well should contain the President together with both International Committee Chairmen, past and present. On the ‘Shop Window’ exhibit for 23rd February 2010, it was agreed that the effort would be shared with the Community Chairman and inputs also obtained from the District PRO. The Cambrian News continue to publish Club activity reports.
AOB - The Chairman shared the inputs received on the District Governor Elections and after some discussions it was decided that the name of David Curtis should be forwarded to Council.
The President said that he was organising a Concert at Llanbadarn Church on 15th November with Cor Godre’r Aran in attendance, with proceeds to the President’s Charity of the Welsh Air Ambulance. The issue was that the choir would need to be fed after the concert, and he suggested that the Ladies of Inner Wheel should be asked to help with this. Other options were tabled, but it was agreed that the Inner Wheel be approached in the first instance. The President also asked Members if they could approach any Companies/Businesses who would be willing to purchase advertising space on the programme, with rates varying from, £100 for a full page to £25 for a quarter of a page.
Colin mentioned the District Officer Nominations for next year.
The Chairman tabled a number of designs for possible use for Christmas Cards to be sold in the Club. Emlyn explained that these were possible examples and that various combinations could be produced. These would be in packs of 10 together with envelopes, and would sell for £4. After discussion it was agreed that the front of the card should contain a number of views of Aberystwyth, and that the inside would have a Rotary watermark, together with a bilingual message, plus a Rotary note on the back that indicated that the cards were for Rotary Charities.

Committee meeting 28 July 2009
Minutes - Minutes of 2nd June were circulated and accepted. The issue of the date for the Quiz Night was raised, and after some discussion, it was proposed that November 3rd was a possibility. On the ‘Visits’ front it was agreed that a Clay Pigeon Shoot would take place on 15th September with time and place to be decided. The PRO raised the issue of the proposed use of a vacant ‘Shop Window’ to show Club activities. It was suggested that this should be timed to coincide with Rotary Day which is February 23rd 2010.
A comprehensive display of photographs, etc., would be organised in an appropriate vacant shop window in the town for that date.
Chairman’s Report - The Chairman reported that some concern had been expressed following his report to Club Assembly regarding the decision about financial incentives to potential new members, including waiving the joining fee. The Chairman apologised if he had misrepresented the committee’s views on the matter and asked whether this was something that should be reviewed. If the Club waived the joining fee, then the cost would have to be borne by the Club, as the fee is actually payable to RIBI. As Membership was the main theme for the year, President Meurig reported that PP Richard Griffiths had reported that Lisa Francis was interested in joining. She has been very active previously with Rotaract. It was agreed that, subject to the application form, then this should be put to Club Council next week. Further discussion ensued on whether this would provide a net increase in active membership or whether more new members were required. A number of other names were again raised and it was decided that members should approach possible new members as and when possible. The issue of the use of a small executive committee who would meet with prospective members, to discuss aspects of membership, was raised.
Web Site - John Bradshaw reported that ongoing changes to the website were proceeding. Hywel Jones asked if he could provide updates on the list of Speakers for the various meetings.
Visits - The Clay Pigeon Shoot had already been decided. Hywel queried whether any plans were afoot for another International visit during the year. The President said that he would pursue this with Phillip Evans.
Sports - Bob reported that a good day had been enjoyed by the bowls team although not winners this time. Further sports events will start in October/November.
Programme - Hywel reported that Rtn Bryn Button will talk on the 11th August and that Elwyn Jones, Dir. Designate Welsh Books Council, will talk on 18th August. Changes for September include Dr. Russell Davies on 15th, GSE (EP) on 22nd and Committees on 29th. Prof Wayne Powell will now talk on 10th November. Hywel presented a proposal to the Committee that the Club consider the purchase of a Projector which could be used with a laptop computer for presentations. This was agreed to be a good idea but the issue of costs/payment would need to be resolved. Various possibilities including Lottery and the Council Social Fund were aired. The President raised the topic of the purchase of a new wireless microphone which could be ‘head mounted’ rather than the lapel or handheld currently available. Costs for this had been looked at by PP Mike Price and estimated at about £120. It was agreed that both these purchase proposals be tabled at Club Council next Monday evening, together with a view from the Treasurer.
Membership - This had been discussed under the matters arising from the previous Minutes.
Attendance - Elwyn suggested that the subject be deleted from the Agenda and incorporated under ‘Membership’. The Attendance Sheet would be used as normal, for record purposes.
Almoner - John reported that James Carter will not return to the Club before October. Don Griffiths is always cheerful on the phone. Allen Carr has been in and out of hospital. IPP Ian Rees’ good news had been reported in today’s meeting.
PRO - Huw reported that the Cambrian News print all and of the Club’s activities and photographs (thanks to Mike Price). The next issue of the Spokesman should contain more pictures and notes.
AOB - The President raised the issue of the Club Protection when dealing with the vulnerable, elderly and young people. He said that an enhanced CRB check was now required, in comparison with the general CRB in use. The changed criteria means that contact equates to, ‘more than once per month,’ as compared to the previous of ‘once per two months’. Peter Gardner feels that we fall into the new category as things stand at present. However, it was suggested that the new rules should be circulated to all involved.

Committee meeting 2nd June 2009
Chairman’s Report - The Chairman reported that nine Members had attended the District Assembly in Swansea on 17th May. The repetitive and common themes of the Assembly were –Thanks for Life, Polio Eradication and New Members.
A meeting of all new Committee Chairmen had been held by SVP Meurig on 28th May to discuss the Agenda for the coming year.
It was agreed that all Committees would have the common theme of Thanks for Life and Polio. Meurig noted that no specific leadership schemes had emerged from the Assembly, but that all the initiatives were to pull together including the Membership drive and school involvement in the Polio campaign. To maximise Polio awareness the co-ordinated work is timed for February 23, 2010.
The Membership aim is for a net gain of one Member per Club (73 within the District). William provided a summary of items raised/suggested at the Marketing, PR & Communications & Membership Group that met during the Assembly (a written record had been provided to Members). Given all the suggestions, it was all down to ‘Member gets Member’.
During further discussions on this topic, a list of eight to ten possible new members was drawn up. It was also agreed that Members would approach the people involved as and when appropriate.
The Chairman said that the Club was to host the 1st Round of the District Zone Quiz. This has to take place by the end of October. SVP Meurig reported that more details should be available from ADG Tony Park during his visit on 30th June.
The Chairman went through the check list for Action Planning which was provided at the Assembly. Under the ‘awareness’ element, the use of a vacant shop window to display Club events, was, as previously agreed, thought to be a good idea. Robin mentioned how well the Wishing Well had done during the last year after boards were put up to specify the objectives and publicise the charity to be supported.
During the discussion on visiting other Clubs, it was mentioned that having a Rotary Scholar is a catalyst for these visits. In addition, Quiz nights at other venues mean that Members visit other Clubs.
Web Site - John Bradshaw said that he welcomed any updates. In addition, the Chairman asked John whether it would be possible to think about including more information about joining the Club on the web site.
Visits - The Chairman reported that Vocational Visits are to be arranged by the Community and Vocational Committee.
It was agreed that John would organise a Clay Pigeon Shoot in September.
Sports - Bob Hughes-Jones reported that this would continue as normal with most of the events to take place before Christmas.
Attendance: Elwyn Hughes said that the weekly sign-up sheet would be continued as it assisted the Treasurer in the number of meals provided but that the end-of –year summary would no longer be produced.
PRO - Huw Spencer Lloyd had provided a written report saying that the Spokesman had published three photographs and the usual Club notes. Similarly, the CN had continued to publish weekly reports.
AOB - Use of the Ammanford payment Plan was discussed but a number of members expressed concerns about its use.

AGM 2008/9 report - 28th April 2009 (Chairman Meurig Lewis)
Brussels visit - Probably the biggest and most enjoyable achievement was our visit to the European Parliament in Brussels. Twenty one Rotarians and their partners travelled on the ‘Eurostar’ this month and enjoyed good fellowship and camaraderie for a couple of days in the Belgium capital. The main question on our return was “Where next?’
Clay Pigeon shoot - Despite the weather, the Clay Pigeon shoot on the 14th October was also an enjoyable event.
Fish and Chip supper - The Quiz and Fish and Chip supper held at the RAFA club on the 21st November was well attended and very successful with the proceeds raised going towards a Portable Echo Cardiogram at Penglais Hospital.
Proposed day visit - We are of course looking forward to our visit to Big Pit, Blaenavon, next month following which we will be visiting Penderyn Distillery to recover from our underground experiences.
PRO - The Club receives good publicity in the press, both in the Cambrian News and “The Spokesman”.
Attendance - Our attendance records continue to provide valuable feed back to our committee.
Membership - We were delighted that Eric Robinson rejoined the Club and to welcome Dana Edwards as a new member.
Almoner - Our Almoner had quite a busy year what with Godfrey Hill, Gwynn Lewis, Don Griffiths and latterly President Ian Rees suffering serious illnesses. In his own inimitable way, John has kept in touch with them all (and others in the Club) and has kept us informed on their progress. Our best wishes go to President Ian at this time as he undergoes his course of chemotherapy treatment.
Programme - We have enjoyed a full and varied programme. On one of our evening meetings with partners, the young musician’s competition was held and it was very much enjoyed by all and will likely be repeated in the same format in future.
Sport - Nine members took part in the Bowls competition in January, whilst the Pool and golf competitions will take place over the next couple of months.
Charter night - We had a very successful Charter Night. Enjoying the company of our partners at this event has certainly increased attendance and the musical interlude, before and after the speeches, added a nice touch.
Lunch tickets - Towards the end of October, we became a cashless society. Gone are the days of paying cash for our lunches as we have become a “ticket only” organisation. From the stewards’ and treasurer’s point of view the system has gone down well but there is more work for the ticket secretaries for which we thank them.
60th anniversary - celebrations came to an end with the production of the Club photograph which also incorporated a history of the Club written by Past President Richard Morgan.
Centenary fund - Our highly successful centenary fund was closed with further monies being distributed to surgeries and hospitals in the catchment area. The final cheque in excess of £12000 was presented to the Beacon of Hope.
10K walk - The annual Aberystwyth 10k run saw Rotarians William Williams and Geraint Thomas, along with William’s wife Catherine take part, and their efforts raised a very commendable amount in excess of £4000 for charity.
District Governor visit - During March we were pleased to welcome District Governor Clayton Heycock on a special visit to present us with a certificate under the “Health and Hunger” banner. This was for our work for Polio Plus, Aqua Boxes, Shelter Boxes and Beacon of Hope and we are one of only two Clubs in the District to receive the award this year